Corporate Travel Card

This card is a corporate card because it is issued to University employees. However, it is individual liability, meaning the cardholder is responsible for the protection and proper use of the card and timely payment of charges incurred.

This card is a travel card because cardholders are to use it only while they are in travel status on University business or making travel-related purchases, as provided in campus policies.

Upon request, corporate travel cards may be issued at no cost to authorized faculty and staff members, including graduate student employees, for charging business-related travel expenses (see also 4:040). This card is a MasterCard issued through JP Morgan Chase.

As a cardholder, you should know that:

• You are personally responsible for paying JP Morgan Chase, in full, when billed for all charges made using your card.
• If your card is past due 60 days, late fees are assessed and your card is suspended.
• If your card is past due 90 days, it will be canceled.
• The card vendor may conduct a credit check to determine default billing cycle limits.

Application Form

Please follow these instructions for completing the application form for the corporate travel card.

• Log into Web Applications at MIS Web Applications.
• Select Employee Information.
• Select Travel/Procurement Card Application.
• Select Travel.
• Complete the form online, print and submit without any changes to the form, as follows:
  • Employee Information and Billing Address
    • Complete all items.
    • Use your home address (not office) as the billing address.
    • When you receive your card, you must call the card vendor to activate your card before you use it for the first time. There is a strip on your card with the phone number to call.
  • Cardholder Agreement
    • Carefully read the cardholder agreement, then initial and sign it.
    • Forward the application to your administrative superior and your division fiscal office for their approvals. They will complete the form and forward it to Accounting Services, 325 Jesse Hall.
  • For Division Fiscal Office Only
    • The default spending limit is between $1,500 and $5,000 and the default cash advance limit is 10 percent of the spending limit. With the approval of your administrative superior and divisional fiscal officer, you may request a higher spending limit, a higher cash advance limit or both. Attach an explanation for the higher limit(s) to the application. The card vendor will determine whether or not to grant the higher limit.
  • Program Administrator
    • The Campus Travel Coordinator approves the application as Program Administrator, and forwards the application to the card vendor.
    • In approximately two weeks, the card vendor mails the card directly to the applicant's billing address in a plain envelope.

Use of Card

The University's contract with the card vendor requires that we inform employees that the MasterCard Corporate Travel Card is for University travel only. Do not use the card for personal, family or household purposes. This limitation on the use of the card is reflected in these features of the card program:

• The words "For Travel Expenses" appear on the card below the cardholder's name.
• Each card has a spending limit and a cash advance limit.
• Under our agreement with the card vendor, the card is to be used only for University-related travel. Thus, open Merchant Code Categories (MCC) are only those that appear to be travel-related, as determined from the University's experience.
• If you are declined at a vendor that you believe is a valid travel vendor, contact the campus travel coordinator (Accounting Services). As the Procurement Card expands on campus, a business need for these type purchases may be met by the Procurement Card.
• Since this is a corporate card, not a credit card, the balance is due upon receipt and no interest charges accrue on unpaid balances. However, any amounts not paid within 60 days of the billing date are suspended and subject to a finance charge of 2.5 percent.
• Accounts that are 60 days delinquent are suspended. Charge privileges may be restored if the account is brought current. Accounts which are 90 days delinquent are canceled. The card vendor will not reinstate accounts that have been canceled for non-payment. Since your card is personal liability, delinquencies and non-payments may be reported to credit agencies by the card vendor.
• As provided in the Cardholder Agreement, if you fail to pay the card vendor, the University may deduct the amount due from your pay.

Your Responsibility

Carefully read the cardholder agreement you receive with your card. Your responsibilities include:

• Use your card for University travel expenses. The card vendor provides reports on the use of the card to the University.
• Keep your account current. Contact JP Morgan Chase if you anticipate difficulties in making a payment when due.
• Promptly notify the card vendor and the campus travel coordinator if your card is lost or stolen.
• Keep your account address current. It is recommended you use your home address. Since campus mail is delivered to an office rather than an individual, there is less assurance that your card and statements will be delivered to you.
• Turn in your card when you end your employment with the University or when requested by the card vendor or the University.

Bills and Payments

Faculty and staff members are personally responsible for paying the card vendor for all charges they incur. Payment in full is due and payable upon receipt of the bill. Failure to pay amounts due may result in the University withholding the amount from your pay.

Faculty and staff members who travel on University business must submit a reimbursement request to Accounting Services, 325 Jesse Hall (see 4:010).

For airfare, the recommended approach is to contact the contracted travel agencies on Accounting Services Web Page to arrange air travel. For other charges that require payment prior to travel, such as conferences and registration, it is strongly recommended to use the Procurement Card (4:051). For hotels requiring deposits in advance of the trip, contact Accounting Services.

Lost or Stolen Card

If your card is lost or stolen, call JP Morgan Chase (1-800-270-7760) immediately to avoid further liability. The card will be canceled and a new one issued. If you find the card after notifying JP Morgan Chase, do not attempt to use it. Contact the Campus Travel Coordinator (882-3051) or JP Morgan Chase for advice.

Renewal of Card

The travel card is automatically renewed unless an account is past due. A few weeks before the expiration date, the travel vendor will mail a new card to the employee's home address in a plain envelope.

Change in Employee Status

Status changes are handled as follows:

• Resignations and Retirements - When an employee resigns, retires, or is terminated, the corporate card must be canceled promptly. The department should immediately notify Accounting Services. Failure to timely notify subjects the department to potential liability regarding the card.
• Transfer within MU - With the consent of your new division you may retain your corporate travel card, if needed.
• Transfer to Another Campus - The department needs to notify Accounting Services to cancel the card. The employee should apply for a card on the new campus.